Administrative Officer

Akwajobs   (Yaounde, Cameroon)

Posted : 28 June, 2022

Category : Administration   Location : Yaounde, Cameroon

Job type : Full Time

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JOB OFFER
Solidarités International is recruiting:
One (01) Administrative Officer

Place of employment: YAOUNDE
Type of contract: CDD of 09 months

I. Presentation of the organization

Solidarités International is a French humanitarian organization present in Cameroon since July 2014. Since 2014, the mission has been carrying out several emergency and post-emergency programs in the East and Far North regions. After a first base opened in Garoua Boulaï in 2014 to respond to the Central African crisis and the massive influx of CAR refugees in the region, then in Makary in early 2017 to respond to the crisis in the Lake Chad basin, SI opened in October 2017 a base in Mokolo, in order to meet the basic needs of vulnerable populations in the border areas of the Mayo Tsanaga department. In 2019, a regional base was opened in Maroua, capital of the Far North region. Solidarités International intervenes in the areas of Water, Hygiene and Sanitation (WASH) and Food Security and Livelihoods (FAME). In 2020, the Cameroon and Chad missions merge into one. SI has been present in Chad since 2008, and currently carries out emergency / post-emergency programs in the province of Logone Oriental and in Lac-Tchad.

II. Responsibilities and job description

The Administrator Agent is the base cashier. He (she) supports the Administrative Assistant/Field Coordinator in the filing and archiving of official and internal documents as well as for the administrative follow-up, in particular of expatriates. He (she) will have the following main responsibilities:

Cash handling and accounting

• Ensure the proper supply of the cash desk according to the administrative needs and the needs expressed by the other services and properly ensure the physical handling and security of the cash
desk • Ensure the payment of salaries, invoices and editing payment receipts according to the procedures of Solidarités International
• Keeping the advances book and the cash journal
• Ensure the bookkeeping from the supporting documents and ensure the proper daily recording of transactions in the cash journal
• Responsible for cash inflows/outflows in the cash register in compliance with Solidarités International procedures (no cash outflows without prior validation, recording of any advance in the advances book, presence of the BAP or payment authorization before making any payment)
• Carry out a daily and monthly physical inventory of the cash registers and send their signed inventory each month administrator
• Ensure the validity and compliance of supporting documents
• Ensure the translation of accounting documents if necessary
• Ensure the proper filing and archiving of documents according to Solidarités International procedures
• Guarantee the confidentiality of accounting information

HR administrative management:

• Support the admin assistant in updating the visa monitoring table and the validity dates of tickets. plane for the expatriate team
• Guarantee the confidentiality of HR information
• Welcome and participate in the administrative briefing of new staff
• Ensure the archiving and follow-up of individual files and issue all documents relating to the professional life of Solidarités International employees
• Participate in the monitoring of employment contracts on the basis
• List the elements allowing the establishment of the payroll and send them to the Administrator for processing
• Print the payslips and supervise the payment of salaries after validation of the payroll in coordination
• Assist the administrator for the organization of meetings with staff representatives
• Participate in monitoring changes in the cost of living

Team management
• Ensure the minimum replacement of members of the administrative department in the event of absence (holidays, illness, etc.)

Revision and Archiving of HR Files
• Ensure the filing and archiving of the various HR and administrative files according to Solidarités International procedures
• Prepare and scan the sending of the archives of the various HR and administrative files to the headquarters according to the Solidarités International procedures (respect of the Nomenclature of the names of the documents - Digital Archive)
• Ask people for missing documents if necessary
• Support the administrator in updating the HR and administrative archiving monitoring table
• Support the administrator in updating the consolidated monthly score table of employees on the basis (absence, leave, illness, medical expenses, etc.) and ensure that all the documents relating to the life of the employees are duly signed and filed in their file
• Identify the closed national and expatriate HR files, and make the link with the Admin on the sending to the headquarters of these files
• Destroy or archive unused documents that should not go back to headquarters
• Guarantee the confidentiality of HR and administrative data of the mission
Accounting archiving

• Ensure the classification and archiving of accounting documents according to Solidarités International procedures (Labelling of filing cabinets , classification of accounting documents ……)
• Check and ensure the validity and conformity of supporting documents
• Check and ensure the translation of accounting documents if necessary
• Prepare and scan the sending of accounting records to headquarters according to procedures Solidarités International (compliance with the Nomenclature of names of documents-Digital Archive)
• Support the admin assistant in the search for missing documents if necessary
• Support the admin assistant in updating the accounting archiving follow-up table (Vouchers follow-up - Cameroon Mission)
• Guarantee the confidentiality of accounting data,

III. Profile sought

KEY SKILLS
• Level: Bac + 2 minimum, in the field of accounting, finance and Human Resources or equivalent
• Minimum experience of 12 months in a similar position
• Knowledge of the office pack, in particular Word, Powerpoint, Excel, Outlook;
• Excellent communication skills in French
• Good knowledge of international solidarity procedures would be an asset

REQUIRED QUALITIES
• Rigor, discretion
• Strong capacity for learning
• Organizational skills (important) at field level;
• Honesty and transparency required

Your application file must imperatively consist of the following documents: CV, cover letter, photocopies of diplomas and certificates, valid national identity card, work certificates, list of at least 3 references relevant. You can add any other relevant document likely to complete your file. All document files should be named according to the content of the document.

Your file should be sent to the HR Department of Solidarités International by email with the subject “AGENT ADMIN COORDINATION” at the address: recrutement@solidarites-cameroun.org. No paper applications will be accepted, and incomplete applications will not be processed.

Deadline for receipt of files: 08/07/2022 at 11:59 p.m. (Cameroon time) Shortlisted
candidates on file will be contacted by email and/or telephone to take a technical test.   
The feminine candidacies are deeply encouraged.

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